PTSA Board of Directors Meeting January 12, 2012 Minutes

Transcription

1 PTSA Board of Directors Meeting January 12, 2012 Minutes I. Call to Order The November Audubon PTSA Board of Directors meeting for the school year was called to order at 6:32 pm in the Arts & Sciences room at Audubon Elementary by President Mindy Lincicome. Eleven voting members were present; Fourteen people attended the meeting (signin sheet on file). II. Opening Business Motion to approve the minutes of the November 17, 2011, Board of Directors meeting. Judy East seconded this motion. Minutes were approved as submitted. President Mindy Lincicome opened the meeting with discussion on: PTA Board Training requirements and opportunities each board member is required to attend one WA PTSA Council training per school year. Nominating Committee discussed forming nominating committee January General Meeting day/format discussed rescheduling January 2012 General Meeting to future date in order to get better attendance III. Area Reports and Actions: Treasurer, Lee Mills, submitted a report, Appendix A Discussion item: MidYear Financial Review. Treasurer, Lee Mills, presented a comprehensive and thorough midyear financial review for the school year. VP Communications, Khris Schaffner, submitted a report, Appendix B Discussed having PTSA representatives at kindergarten registration in order to answer questions & sign up kindergarten parents for PTSA. VP of Fundraising Chandana Surlu submitted a report, Appendix C Additional brief discussion on use of additional box tops. VP Student Services Charla Mills submitted a report, No report submitted No additional information was added VP Events, Kirsten Reddish submitted a report, Appendix E No additional information was added

2 CoVP s Outreach, Judy East and Roy Captain, no report submitted No additional information was added CoVP s Student Enrichment, Susie Wright and Deb East, no report submitted Discussion regarding supervision requirements in Extended Classes. Will draft new extended classes policy for Board of Director s review in February 9, 2012 meeting. Ways and Means chairman Linda Hall, No report submitted IV. Principal and Faculty Reports Principal Karen Dickens was no present at the January 12, 2012 BOD meeting. President Mindy Lincicome spoke on Principal Dickens behalf. Mindy reported that Principal Dickens thanked the Audubon BOD for excellent presence at the January 9, 2012 LWSD Board Meeting. She also thanked the Audubon BOD for representing Audubon students through displaying student s art work at LWSD board meeting, as well as providing excellent food/refreshments. 3 rd grade teachers, Robin Fluharty & Erin Christensen, represented and spoke on behalf of all Audubon teachers at January 12, 2012 BOD meeting. Robin F. and Erin C. both expressed sincere thanks for the Audubon PTSA support with the upcoming February 23, 2012 science fair. V. Close of Meeting Our next PTSA Board Meeting will be February 9, 2012 at 6:30pm in the Arts & Sciences room. The meeting was closed by Mindy Lincicome at 7:45 PM. Appendix A: Treasurer's Report Treasurer: Lee Mills Treasurer s Report for January 12, 2012 PTSA Board Meeting Submitted by Treasurer Lee Mills Net YTD Cash In/(Out): $ 23, Cash In: $ 64, Cash out: $ 40, FY12 Beginning Cash Balance: $ 62, Unrestricted cash: $ 45, Restricted cash: $ 16, YTD Ending Cash Balance: $ 85, Unrestricted cash: $ 68, Restricted cash: $ 17,115.31

3 Items of note: Reconciliation (below) updated to show bank balances and amounts of outstanding checks and deposits. Cash balances above include $3, in transit from PayPal as of 1/4/12. Detailed report of year to date activity 7/1/11 through 12/31/11: (Bank balances as of 12/31/11) (CASH OUT) / CASH IN ACTUAL IN ACTUAL OUT NET BUDGETED NET $'s REMAIN Fundraising "No Frills" Donation Campaign $ 13, $ (23.42) $ 13, $ 13, $ 73 Corporate Matching $ 6, $ $ 6, $ 6, $ 235 Volunteer Hours Corporate Cash $ 1, $ $ 1, $ 2, $ (521 Box Tops & Soup Labels Program $ $ $ $ $ (500 Amazon Associates Program $ $ $ $ 1, $ (825 EScrip program $ $ $ $ 2, $ (1,044 Audubon Family Dinner Nights $ $ $ $ 1, $ (548 Photo Fundraiser Service Agreement (3year=$1,000, year 2) $ $ $ $ $ (350 Spring Jogathon $ 4, $ (1.70) $ 4, $ 12, $ (7,599 Other Fundraising Income $ $ $ $ $ 40 Operating Reserves $ $ $ $ $ Combined Misc Fundraising Expenses $ $ $ $ (300.00) $ 300 SUBTOTAL $ 27, $ (25.12) $ 27, $ 38, $ (10,739 Operations $ PTSA Membership Dues $ 5, $ (4,002.93) $ 1, $ 2, $ (603 Interest Earnings $ 6.25 $ $ 6.25 $ $ (13 Annual Corporate Registration Fee $ $ $ $ (10.00) $ 10 Bank Charges, CC and Paypal Fees $ $ (48.00) $ (48.00) $ (150.00) $ 102 Charity Soliciting Registration Fee $ $ $ $ (10.00) $ 10 Child Care $ $ $ $ (60.00) $ 60 Copy and workroom materials for school $ $ (679.51) $ (679.51) $ (1,000.00) $ 320 Council Scholarship Assessment $ $ (100.00) $ (100.00) $ (100.00) $ Council Training Fees $ $ $ $ (45.00) $ 45 Legislative Assembly Fees & Dues $ $ $ $ (300.00) $ 300 Liability Insurance Premium $ $ (290.00) $ (290.00) $ (310.00) $ 20 LWSD Levy Fund Contribution $ $ $ $ (100.00) $ 100 State PTA Convention Registration $ $ $ $ (500.00) $ 500 Supplies & Materials & Postage $ $ (58.80) $ (58.80) $ (125.00) $ 66 WAPTA Scholarship Basket $ $ $ $ (100.00) $ 100 WSPTA Annual Awards Ceremony $ $ (168.00) $ (168.00) $ (175.00) $ 7 General Meeting expenses $ $ $ $ (400.00) $ 400 Contingency Operations $ $ $ $ (169.25) $ 169 SUBTOTAL $ 6, $ (5,347.24) $ $ (934.25) $ 1,592

4 (CASH OUT) / CASH IN ACTUAL IN ACTUAL OUT NET BUDGETED NET $'s REMAINING Student Support/Enrichment/Education $ Extended Classes $ 27, $ (23,555.51) $ 3, $ 1, $ 2, Assemblies $ $ $ $ (1,200.00) $ 1, Classroom Enrichment $ $ (1,606.97) $ (1,606.97) $ (9,000.00) $ 7, Academic Enrichment (EZ Grants) $ $ (2,217.60) $ (2,217.60) $ (7,500.00) $ 5, th grade Learning Experience & Recognition $ $ $ $ (2,250.00) $ 2, th Grade Level Learning Experience $ $ (812.50) $ (812.50) $ (2,000.00) $ 1, th Grade Level Learning Experience $ $ $ $ (1,500.00) $ 1, rd Grade Level Learning Experience $ $ $ $ (500.00) $ nd Grade Level Learning Experience $ $ $ $ (500.00) $ st Grade Level Learning Experience $ $ $ $ (500.00) $ Kindergarten Grade Level Learning Experience $ $ $ $ (500.00) $ Art Docent Fees & Supplies $ $ (454.79) $ (454.79) $ (3,300.00) $ 2, PTSA Discretionary Scholarships $ 1.35 $ (212.42) $ (211.07) $ (800.00) $ IXL Schoolwide Subscription $ $ (2,500.00) $ (2,500.00) $ (2,400.00) $ (100.00) Schoolwide Science Fair $ $ $ $ (1,000.00) $ 1, AE School Student Safety Patrol $ $ $ $ (250.00) $ Emergency Prep Consumable Supplies $ $ $ $ (1,000.00) $ 1, PTSA International Night $ $ $ $ (750.00) $ Read Across America Week $ $ $ $ (150.00) $ PTSA Reflections Student Art Program $ $ $ $ (350.00) $ Morning Valet Program $ $ $ $ (200.00) $ th Grade Recognition Ceremony $ $ $ $ (250.00) $ School "Team" Recognition and Support $ $ $ $ (250.00) $ Contingency Student Support/Enrichment $ $ $ $ (1,795.00) $ 1, Surplus EZ Grant $ $ $ $ $ SUBTOTAL $ 27, $ (31,359.79) $ (3,601.84) $ (36,945.00) $ 33, Community/Volunteer Involvement & Education $ Family Night Skate King $ $ $ $ $ Family Night Dance Event $ $ $ $ $ Family Night Welcome Back BBQ $ $ (847.62) $ (217.62) $ (1,000.00) $ Family Night Ice Cream Social $ $ $ $ (500.00) $ Family Night Math/Game Nights $ $ (49.44) $ (49.44) $ (50.00) $ 0.56 Yearbook $ $ $ $ $ AE Staff Appreciation Food & Events $ $ (1,271.70) $ (1,271.70) $ (1,800.00) $ Helping Hands $ $ $ $ (50.00) $ PTSA Info Welcome Back BBQ $ $ $ $ (100.00) $ WAPTA Golden Acorn Award $ $ $ $ (130.00) $ WAPTA Outstanding Educator Award $ $ $ $ (65.00) $ Contingency Community & Volunteer Involvement $ $ $ $ (154.75) $ SUBTOTAL $ $ (2,168.76) $ (1,360.26) $ (3,849.75) $ 2, Parent Involvement/Education $ Distribution List Service $ $ $ $ (150.00) $ First Week Packet $ $ (286.96) $ (286.96) $ (1,000.00) $ Owl Outreach $ $ $ $ (250.00) $ PTSA Welcome Coffee $ $ (37.42) $ (37.42) $ (150.00) $ PTSAAE Student Directory Production $ $ (291.80) $ (291.80) $ (300.00) $ 8.20 Contingency Parent Involvement $ $ $ $ (92.50) $ SUBTOTAL $ $ (616.18) $ (616.18) $ (1,942.50) $ 1, GRAND TOTAL CASH FLOWS $ 62, $ (39,517.09) $ 22, $ (5,121.50) $ 56, THIS WORKBOOK CHECK TOTAL $ 62, $ (39,517.09) $ 22, DIFFERENCE $ $ $ UNRESTRICTED CASH START OF YEAR: $ 45, CHANGE IN UNRESTRICTED CASH: $ 22, UNRESTRICTED CASH END OF PERIOD: $ 68, ACTUAL IN ACTUAL OUT NET BEGIN BAL END BAL Committed Grants $ Math Challenges $ (60.22) $ (60.22) $ $ Kindergarten Early Reading Assessments $ $ $ $ Birthday Book Club $ (680.07) $ (680.07) $ $ Playground Peace Coaches $ $ (68.49) $ $ WORD Conference $ $ (608.80) $ $ Kamishibai Theater and Story Cards $ $ $ $ PNB Science/Movement Residency $ $ $ $ Leveled Library $ $ $ $ SUBTOTAL $ 2, $ (1,417.58) $ $ 2, $ 2, Operating Reserve Operating Reserve $ $ $ 14, $ 14, SUBTOTAL $ $ $ $ 14, $ 14, TOTAL RESTRICTED CASH $ 2, $ (1,417.58) $ $ 16, $ 17, TOAL CASH END OF REPORTING PERIOD: $ 85, DDA Acct $ 59, MRS 9407 $ 6, MRS 1407 $ 18, TOTAL BALANCE PER BANK: $ 83, Outstanding DepositsUnrestricted: $ 3, Outstanding ChecksUnrestricted: $ (1,996.19) Outstanding DepositsRestricted: $ Outstanding ChecksRestricted: $ TOTAL BALANCE PER BANK, ADJUSTED: $ 85, DIFFERENCE: $

5 Breakout of Teacher/Classroom Enrichment spending: Description Check To: Total Classroom Enrichment Harasimowicz Gena Harasimowicz (158.42) Classroom Enrichment Hurst Kristen Hurst (177.78) Classroom Enrichment Hanson Pete Hanson (132.47) Classroom supplies Banks Vanessa Banks (158.47) Classroom supplies Celeste Monique Celeste (195.00) Classroom supplies Ellis Debra Ellis (157.22) Classroom supplies Lowery Scott Lowery (131.21) Classroom reimbursements Lynn Bailie (187.57) Classroom supplies (office supplies, applerobin Fluharty (153.92) Class supplies (nametags, tape, calendar, Maria Chesney (154.91) Grand Total (1,606.97) Note: Does not include request for reimbursement received during January from Melissa Douma for $ Breakout of Art Docent spending: Description Check To: Total Art docent supplies Cynthia Shimabuku (139.92) Art Docent reimbursement calendar Alisa Reebs (27.36) Art Docent reimbursement Shimabuku Cynthia Shimabuku (102.32) Supplies Order Audubon Elementary (171.13) Art Docent supplies (balloons, paper goodjennifer Ray (14.06) Grand Total (454.79). Appendix B: Communications Report VP Khris Schaffner Communications OvO enews Remember to sign up Kindergarten parents OvO Considering New Website host options would like to choose one ASAP and create backup site and then move

6 Appendix C: Fundraising Report VP Chandana Surlu Fundraising at a glance Budget As of Jan 8th 2012* As of Dec 31st 2011 PTSA Donations 13,000 13, , Corporate Matching 6,500 6,735 6,735 Volunteer Time Matching 2,000 2,465 1,479 BoxTops Amazon 1,500 1, escrip 2,000 1, , Audubon Family Dinner Nights 1, Photo Fundraiser Jogathon 13,000 4, , Everything Party (Other) Jamba Juice (Other) Fundraising Expenses (300) 0 0 Jogathon Expenses (1,000) 0 0 * These amounts will be in the PTSA account by June 30th There is a discrepancy because some checks have not been issued as yet, some checks have not arrived as yet. Membership report from Beth Benincasa, the Membership Chairperson Last year s numbers: Students: 537 PTSA memberships: 393 This year's numbers: Students: 560 PTSA memberships (to date): 467 We have reached the Gold level Washington State PTSA membership incentive by achieving a 10% increase from the previous year's membership enrolled and paid by January 25th. We are hoping to reach the platinum level (20% increase over last year, 473 memberships enrolled and paid by March 30, 2012). PTSA Donation & Corporate Matching Most of the Corporate matching has been done! I will be sending out the tax donation receipts this week. Volunteer Time Matching Audubon PTSA receives $17 for every hour MS employees volunteer and $10 for every hour Boeing employees volunteer. A minimum of 10 hours must be accumulated before Microsoft will generate the 1st check to Audubon PTSA. Please encourage all the MS employees you know that support PTSA to log their hours. Staff: If you know of any Microsoft or Boeing employees who regularly help in the classroom, please let me know (fundraising@audubonpta.org) and I'll follow up with them on reporting these hours. escrip report from Stacy Christofferson, the escrip chair No report.

7 Jogathon (report from Khris Schaffner & Chandana Surlu) We are trying to follow up on all the corporate matching submissions from last year! We plan to start figuring out details for the Jogathon right away the winter break. Box Tops & Labels for Education from Colleen Ulrich, the BoxTops & Labels chair So far this year, we have collected $210 worth of box tops (I sent in $240 worth of box tops earlier this year that were collected at the end of last year), I will send them shortly. We currently have 16,170 points in the labels for education program. This doesn t include any of the labels collected this year. I don t have an estimate for how many points need to be submitted, but it is at least a few hundred. Amazon and other online stuff (linkshare) We did have our school supplies available through an Amazon store: EverythingParty Anytime you visit the store, tell the check person that you want the 10% for the school donation program to go to Audubon Elementary. Audubon Family Dinner Nights The next one for this school year is at Crossroads bar & Grill on Feb 1st They will donate 15% of the totals with the flyers to Audubon PTSA. Thank you to Yoe's Noodles for hosting the event in Dec. They donated $66.34 as a part of the proceeds for that evening. Jamba Juice School appreciation cards Support Audubon PTSA by presenting the School appreciation card every time you make a purchase at the Jamba Juice stores. Jamba Juice will donate 10% of your purchase to Audubon PTSA. Cards valid at JJ stores (not at Safeway, for example). See for for details. Smith Brothers Farms New for ! This fall, Smith Brothers Farms is offering a BacktoSchool Special to support all the great work parents contribute to our schools. Starting September 1 through December 31, 2011, anyone who signs up for their service using the Promo Code PTA will receive a $20 credit for their first delivery and a chance to earn money for their school s PTA/PTO, at no cost to that organization. For every five people from a school who sign up for their service, they will pay that school s parent organization $250! So if 10 families from a school sign up for service, Smith Brothers Farms will write a check to their PTA/PTO for $500! Appendix D: School Services Report VP Charla Mills No Report Submitted

8 Appendix E: Events Report VP Kirsten Reddish Events Kirsten Reddish 1/8/2012 Events are bustling in January! We will be assisting the teachers with the science fair, which is a big job. The fair will take place on the evening of February 23 rd and we need lots of parent judges to come and take an interest in the student projects, but before that can happen there is lots to be done we need to order the project display boards, photograph all the students with their entries, create the award certificates, and plan the display tables. I ve sent out volunteer signups this week and I m hoping to get a strong response. The Hoedown is coming up on the 27 th. Raquel Mc Junkin and Janine Sullivan are very experienced chairs for this event and have it well organized. But as always they need plenty of volunteer help the night of the event. Coming up after that: Skate King on February 15 th and Read Across America starts February 27 th! Appendix F: Outreach VP s Judy East & Roy Captain No Report Submitted Appendix G: Student Enrichment VP s Susie Wright & Deb East No Report Submitted Appendix H: Ways and Means Linda Hall No Report Submitted